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HomeMy WebLinkAboutAgenda - 01-21-2010 - 4lORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: January 21, 2010 Action Age ~a Item No. ~_ SUBJECT: Application for North Carolina Education Lottery Proceeds for Chapel Hill- Carrboro City Schools Projects and Approval of the Corresponding School Capital Project Ordinances DEPARTMENT: Financial Services PUBLIC HEARING: (Y/N) No Attachment 1. Applications for NC Education Lottery Proceeds: (a) CHCCS Mechanical Systems (b) CHCCS Fire/Safety Security Systems (c) CHCCS Indoor Air Quality Improvements Attachment 2. Mechanical Systems Capital Project Ordinance Attachment 3. Fire/Safety/Security Renovations Capital Project Ordinance Attachment 4. Indoor Air Quality Improvements Capital Project Ordinance INFORMATION CONTACT: Clarence Grier, (919) 245-2453 PURPOSE: To approve applications to the North Carolina Department of Public Instruction to release funds from Orange County's NC Education Lottery account for Chapel Hill-Carrboro City Schools projects, and approve the corresponding School Capital Project Ordinances. BACKGROUND: In August 2005, the NC General Assembly approved the NC Education Lottery. The State allocates Lottery proceeds to each school district based on their average daily student membership. Per the County's Capital Funding Policy, Commissioners have agreed to allow each school district to use Lottery proceeds for renovation projects. These monies are released to local entities on a reimbursement basis, and County Commissioners and Boards of Education must submit approved funding applications to the Department of Public Instruction. The unallocated balance of Lottery proceeds for Chapel Hill-Carrboro City Schools (CHCCS) as of September 30, 2009, which represents an entire fiscal year (FY 2008-09) of funds, is $1,130,887. At its December 17, 2009 meeting, the CHCCS Board of Education approved the use of Lottery Proceeds for the following projects: 2 • CHCCS Mechanical Systems Renovations (at various school facilities throughout the district) - $959,247 • CHCCS Fire/Safety/Security Systems Upgrades (security access systems at Glenwood Elementary, Seawell Elementary, and expansion of video systems at middle and high schools) - $80,000 • CHCCS Indoor Air Quality Improvements (remove and replace classroom carpet at Scroggs Elementary, Estes Hills Elementary, and McDougle Elementary) - $91,640 FINANCIAL IMPACT: The total amount requested from the State for Chapel Hill-Carrboro City Schools is $1,130,887, which represents actual received Lottery funds for FY 2008-09. The CHCCS system will budget for FY 2009-10 Lottery funds in its FY 2010-11 Capital Investment Plan. RECOMMENDATION(S): The Manager recommends the Board of County Commissioners approve, and authorize the Chair to sign, the applications for NC Education Lottery Proceeds; and approve the attached CHCCS Capital Project Ordinances. A~~~~ s APPLICATION PUBLIC SCHOOL BUILDING CAPITAL FUND NORTH CAROLINA EDUCATION LOTTERY county: Orange County LEA: Chapel Hill-Carrboro City Schools Approved: Date: contact Person: Clarence Grier Title: Financial Services Director Address: P.O. Box 8181, Hillsborough, NC 27278 Phone: (919) 245-2453 Project Title: Mechanical Systems Upgrades Location: Various school facilities throughout the district (see attached list) Type of Facility: Elementary, Middle, and High Schools • North Carolina General Statutes, Chapter 18C, provides that a portion of the proceeds of the North Carolina State Lottery Fund be transferred to the Public:School Building Capital Fund: in accordance with G.S. 115C-546.2. Further, G.S. 115C-546.2 (d) has been amended to include the following: . (3) No county shall have to provide matching funds... (4) A county-may use monies in this Fund to pay for school construction projects in local school administrative units and to retire indebtedness incurred.for school construction projects incurred on'or after January 1, 2003. (5) .A county may. not use monies rn this Fund to pay. for school technology :needs . As used in this section, "Public School Buildings" shall irtclude.only facilities for individtaal. schools that are used fo~_instructional and related purposes; antl does not include central admrnrstration, maintenance, :or otherfacilities,. Short description of Construction Project: Upgrades/Replacements of HVAC systems at various schools throughout the district (see attached list) Estimated Costs: Purchase of Land Planning and Design Services New Construction Additions 1 Renovations Repair Debt Payment /Bond Payment TOTAL Estimated Project Beginning Date: 03/01/2009 959,247.00 ~ 959,247.00 Est. Project Completion Date: 08/31/2010 We, the undersigned, agree to submit a statement of state monies expended for this project within 60 days following completion of the project. The County Commissioners and the Board of Education do hereby jointly request approval of the above project, and request release of $• 959,247.00 from the Public School Building Capital Fund (Lottery Distribution). We certify that the project herein described is within the parameters of G.S. 115C-546. (Signature -Chair, County Commissioners) (Date) (Signature -Chair, Board of Education) (Date) 3 Form Date: Sept 1.2006 4 Mechanical Systems Upgrade Projects Following is a list of locations for upgrades and/or replacements related to Mechanical Systems within the Chapel Hill-Carrboro City Schools district: Seawell/CHHS Kitchen HVAC $ 285,802 Seawell POD1 split system 19,108 FP Graham heat pump replacements 50,720 FP Graham digital controls 59,616 FP Graham cafeteria heat pump 12,130 Smith MS hot water heaters 19,868 Phillips MS gym HVAC unit 51,610 Phillips MS Media Center heat pump 16,231 East CH HS rebuilt chiller 29,847 East CH HS cooling tower work 23,654 Culbreth MS hot water heaters 36,575 CH High School coil replacement 9,086 Culbreth MS kitchen a/c system 150,000 Glenwood Elem kitchen a/c systems 150,000 Ephesus Elem chiller replacement 45,000 TOTAL $ 959,247 5 APPLICATION PUBLIC SCHOOL BUILDING CAPITAL FUND NORTH CAROLINA EDUCATION LOTTERY county: Orange County Approved: Date: Contact Person: Clarence Grier LEA: Chapel Hill-Carrboro City Schools Title: Financial Services Director Address: P.O. Box 8181, Hillsborough, NC 27278 Phone: (919) 245-2453 Project Title: Fire/Safety/Security Upgrades LOCatIOn: Glermiood E~mantary, Seawall Elementary, C~Abrelh Middle, Phglips Middle, Smlth Middle, McDougle Middle, Chapel Hi® High, and East Chapel Hill High Type of Facility: Elementary, Middle, and High Schools North Carolina General.Statutes, Chapter 18C, provides thaf.a portion of.the proceeds ofahe M'orth Carolina State Lottery Fund be transferred to ttie Public School Bullding'CapitaL Fund In accordance .with G.$. 11,5C-546.2. Further, GS. 1450-5462 (d) :has been amended to include the. following: <:(3).No county shall have to provide ma#chirig'funds...' -(4) A county may use monies in this :Fund to pay for school construction projects in. local school adminlstrative.units:and.tt retire indebtedness incurred fotschool_ construction projects:incurred.on or after January 1, 2003. '. ,:. ;; ~; . . - (5) A county may not use.monies in',this Ftand to pay for school technology. needs. As used in this secfion, "Public School Buildings" hall include only facilities for individual-schools that are used for instructional and related purposes and does: not include central administration, :maintenance, or otherfacilities: Short deSCflptlOn of COr1StrUCtlOn PfOjeCt: Upgrades/Replacements of security access systems at Glenwood Elementary, Seawall Elementary, Culbreth Middle, Phillips Middle, Smith Middle , McDougle Middle, Chapel Hill High, and East Chapel Hill High. Estimated Costs: Purchase of Land Planning and Design Services New Construction Additions /Renovations Repair Debt Payment /Bond Payment TOTAL Estimated Project Beginning Date: 01/01/2010 80,000.00 $ 80,000.00 Est. Project Completion Date: 07131 /2010 We, the undersigned, agree to submit a statement of state monies expended for this project within 60 days following completion of the project. The County Commissioners and the Board of Education do hereby jointly request approval ~of the above project, and request release of ~ 80,000.00 ~ from the Public School Building Capital Fund (Lottery Distribution). We certify that the project herein described is within the parameters of G.S. 115C-546. (Signature -Chair, County Commissioners) (Date) (Signature -Chair, Board of Education) (Date) Fonn Date: Sept 1, 2006 6 APPLICATION PUBLIC SCHOOL BUILDING CAPITAL FUND NORTH CAROLINA EDUCATION LOTTERY County: Orange County LEA: Chapel Hill-Carrboro City Schools Approved: Date: Contact Person: Clarence Grier Title: Financial Services Director Address: P.O. Box 8181, Hillsborough, NC 27278 Phone: (919) 245-2453 Project Title: Indoor Air Quality Improvements Location: Scroggs Elementary, Estes Hills Elementary, McDougle Elementary, and McDougle Middle Type of Facility: Elementary and Middle Schools North Carolina:General Statutes, Chapter 18C, provides that a portion of the.proeeeds of the North Carolina State Lottery Fund be transferred to the F?ublic School Building.Cap.ital:Fund in accordance.: with G.S; 11:SG546.2. Further; G.S. 115C-546.2 (d) has been amended to include.the following: (3) No county shall have to provide matching funds.... - (4) A county. may use monies in, this. Fund to.pay for chool construction projects to aocal school adminis#rative units and to retire indekitedness incurred.for school construction ;proiects;incurced on or : after January 1, 2003. (5) A county may not use monies in this Fund. #o pay:forschool technology needs: - As used in this section, "Public School Buildings"shall include only facilitiesfor:individual schools that are used for instrtactional and related purposes,-and does riot.include central administration, maintenance; or other facilities. Short description of Construction Project: Remove and replace classroom carpet at Scroggs Elementary, Estes Hills Elementary, McDougle Elementary, and McDougle Middle Schools. Estimated Costs: Purchase of Land $ Planning and Design Services New Construction Additions /Renovations Repair Debt Payment /Bond Payment TOTAL Estimated Project Beginning Date: 01/01/2010 91,640.00 $ 91,640.00 Est. Project Completion Date: 07/31./2010 We, the undersigned, agree to submit a statement of state monies expended for this project within 60 days following completion of the project. The County Commissioners and the Board of Education do hereby jointly request approval of the above project, and request release of $ 91,640.00 from the Public School Building Capital Fund (Lottery Distribution). We certify that the project herein described is within the parameters of G.S. 115C-546. (Signature -Chair, County Commissioners) (Date) (Signature -Chair, Board of Education) (Date) Form Date: Sept 1, 2006 ~~~~ Mechanical Systems ~R~-a01d-OC~i Chapel Hill-Carrboro City Schools Capital Project Ordinance Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1. The project authorized provides funds to replace obsolete mechanical equipment including boilers and electric heating and cooling systems. Proceeds from the Schools' portion of the one-half cent sales taxes, alternative financing, and lottery proceeds within the District finance this project. Section 2. The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3. Section 4. The following revenue is anticipated to complete this project: 7 FY 2009-10 Original FY 2009-10 Amendment 11/17/09 FY 2009-10 Amendment 1/21/10 FY 2009-10 Revised Sales Tax $1,180,796 $1,074,075 $0 $106,721 I m act Fees $0 $0 $0 $0 PSBF $0 $0 $0 $0 Lotte Proceeds $614,247 $0 $345,000 $959,247 Alternative Financin $1,745,000 $1,745,000 $0 $0 Total Pro'ect Fundin $3,540,043 $2,819,075 $345,000 $1,065,968 The following amount is appropriated for this project: FY 2009-10 Ori final FY 2009-10 Amendment 11/17/09 FY 2009-10 Amendment 1121/10 FY 2009-10 Revised Plannin /Arch/En in $50,000 $50,000 $0 $0 Land/Assoc Fees $0 $0 $0 $0 Construction $0 $0 $0 $0 E ui ment $3,490,043 $2,769,075 $345,000 $1,065,968 Other $0 $0 $0 $0 Contin enc $0 $0 $0 $0 Total $3,540,043 $2,819,075 $345,000 $1,065,968 Section 5. This ordinance supersedes all previous Mechanical Systems Capital Project Ordinances for the Chapel Hill-Carrboro City Schools. 8 Section 6. This ordinance shall remain in effect until closed by action of the Board of County Commissioners. Adopted this 21st day of January 2010. /~~-a~,I~M~f~ 3 Fire/Safety/Security Renovations o~~_~1Q-~10 Chapel Hill-Carrboro City Schools Capital Project Ordinance Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1. The project authorized provides funds to replace the Fire Safety Systems at various schools throughout the district. Proceeds from the Schools' portion of the one-half cent sales taxes, alternative financing, and lottery proceeds fund this project. Section 2. The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3. Section 4. The following revenue is anticipated to complete this project: 9 FY 2009-10 Ori final FY 2009-10 Amendment 11/17/09 FY 2009-10 Amendment 01/21/10 FY 2009-10 Revised Sales Tax $1,390,100 ($1,365,100) $0 $25,000 Im act Fees $0 $0 $0 $0 PSBF $0 $0 $0 $0 Lotte Proceeds $0 $0 $80,000 $80,000 Alternative Financin $264,659 $264,659 $0 $0 Total Pro'ect Fundin $1,654,759 ($1,629,759 $80,000 $105,000 The following amount is appropriated for this project: FY 2009-10 Ori final FY 2009-10 Amendment 11/17/09 FY 2009-10 Amendment 01/21/10 FY 2009-10 Revised Planni Arch/E in $0 $0 $0 $0 Land/Assoc Fees $0 $0 $0 $0 Construction $0 $0 $0 $0 F_rrier a /Securi terns $1,654,759 $1,629,759 $80,000 $105,000 Other $0 $0 $0 $0 Conti en $0 $0 $0 $0 Total $1,654,759 ($1,629,759 $80,000 $105,000 Section 5. This ordinance supersedes all previous Fire/Safety/Security Capital Project Ordinances for the Chapel Hill-Carrboro City Schools. 10 Section 6. This ordinance shall remain in effect until closed by action of the Board of County Commissioners. Adopted this 21st day of January 2010. Indoor Air Quality Improvements OR~-~010-a11 Chapel Hill-Carrboro City Schools Capital Project Ordinance 11 Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1.The project authorized provides funds for the specialized cleaning of old HVAC equipment, classrooms, offices, and air ducts. Exterior brick pointing and building facade repairs are also included. Proceeds from the Schools' portion of the one- half cent sales taxes, 2001 bond proceeds and alternative financing proceeds finance this project. Section 2.The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3.The following revenue is anticipated to complete this project: FY 2009-10 Original FY 2009-10 Amendment 11/17/09 FY 2009-10 Amendment 1/21/10 FY 2009-10 Revised Sales Tax $388,980 $249,280 $0 $139,700 Im Ct Fees $0 $0 $0 $0 Lotte Proceeds $0 $0 $91,640 $91,640 1997 Bonds $0 $0 $0 $0 2001 Bonds $1,965,111 $1,965,111 $0 $0 Altemative Financi $194,218 $194,218 $0 $0 Total Fundin $2,548,309 $2,408,609 $91,640 $231,340 Section 4.The following amount is appropriated for this project: FY 2009-10 Ori final FY 2009-10 Amendment 11/17/09 FY 2009-10 Amendment 1/21/10 FY 2009-10 Revised Planni Arch/ in $50,000 $50,000 $0 $0 Land/Assoc Fees $0 $0 $0 $0 Constnaction $1,283,198 $1,218,498 $91,640 $156,340 E ui umishi $0 $0 $0 $0 CHHVAC $1,215,111 $1,140,111 $0 $75,000 Conti $0 $0 $0 $0 Total Costs $2,548,309 $2,408,609 $91,640 $231,340 Section 5. This ordinance supersedes all CHCCS Indoor Air Quality Improvements Capital Project Ordinances. 12 Section 6. This ordinance shall remain in effect until closed by action of the Board of County Commissioners. Adopted this 21 st day of January 2010.